1

2012Centre Supervisors’ Conference

HKALEUse of English

10 March 2012

2

CONTENTSImportant NotesMajor Exam ProceduresHighlights of UE Listening TestHandling of Exam IrregularitiesQ & A

3

ImportantNotes

4

IMPORTANT NOTES1. Public Examinations Communication & Support Syste

m (PECSS) and Attendance & Script Tracking System (ASTS)

PECSS will be set up in all AL written examinations (except Visual Arts).

ASTS will be used in some AL subjects (including Use of English).

For details, please visit the HKEAA website:

http://www.hkeaa.edu.hk/en/Candidates/New_Initiatives/

5

IMPORTANT NOTES2. Sticking of Barcode labels

Candidates should affix the barcode labels and write their candidate numbers during the examination time.

If no barcode is found on the cover of a candidate’s answer script during the collection of scripts, supervise the candidate to stick a barcode label on the cover. Report the case in form SR4b and ask the candidate to sign on the form.

6

IMPORTANT NOTES3. Listening Test

The UE Listening Test will be broadcast via the radio or the Infra-red (IR) Transmission System.

For radio-broadcast centres, candidates must bring their own radio set equipped with earphones.

For IR centres, candidates must bring their own earphones for plugging into the receivers provided by the HKEAA.

7

IMPORTANT NOTES4. Handling of exam irregularities/ complaints

Handle candidates’ complaints about the centre environment as soon as the problem arises

Address candidates’ complaints about reception in the listening test as soon as the problem arises. Allow candidates to choose whether or not to move to the special room.

Maintain the room temperature at 25.5 ℃ as advised by the Government. Adjust the room temperature if candidates express concerns over it being too low or too high.

Other complaints and irregularity reports, if any, must be made in writing within 7 days after the date of the examination.

8

Major Exam

Procedures

9

BEFORE THE EXAM Avoid holding activities and using the loudspeakers in

the vicinity of the exam venue during an exam.

Seek the cooperation of other teachers, staff and students to keep the exam venue quiet during an exam.

Turn off the school bell and the PA system inside the exam hall and the special room for the listening test.

Turn off or turn down the school bell and the PA system outside the exam hall/room.

10

BEFORE THE EXAM On each exam day, normally between 7:15 and 8:15am

(Listening test: between 7:45 and 8:45am), receive the question paper carton, keep it in safe custody prior to the exam, stamp a school seal on the receipt.

About 30 min before exam starts, brief the invigilators (including the invigilator of the Special Room) of the exam regulations and procedures.

For UE Sections B, C & E, invigilators report duties 30 min before the start of exam (i.e. 8:00 am / 1:00 pm for the AM / PM session)

For UE Section A Listening Test, invigilators report duties at 8:45 am.

11

BEFORE THE EXAM Distribute the stationery and barcode sheets before

admission of candidates.

Admit candidates 15 min before the start of exam (for written papers) / at 9:15 am (for Listening Test). Give them sufficient time to check the barcode sheets and exam stationery (e.g. answer books/sheets).

Supplementary answer sheets / graph papers are of A3 size (folded into A4 size) and should not be torn apart.

12

BEFORE THE EXAM Before making the first announcement, arrange an

invigilator to stay at the entrance of the exam hall and distribute the Mobile Phone Reminder Cards to candidates arriving at the centre after the first announcement.

This arrangement (issue of Mobile Phone Reminder Cards) is not applicable to UE Listening Test.

Candidates arriving after 9:45 am should take the test in the Special Room.

13

Mobile Phone Reminder Card

14

BEFORE THE EXAM Make announcements according to the CS Handbook. Instruct candidates to check and put away all unauthorized

materials. Candidates found to have any unauthorized material after the distribution of question papers are subject to penalties.

Instruct candidates to check their mobile phones (and the alarm function) and other electronic / communication devices to ensure that the devices have been switched off, preferably with the batteries removed. Then put their mobile phones under their chairs in a position clearly visible to the invigilators.

Instruct candidates to check if they occupy the correct seats and are given the correct barcode sheets.

Instruct candidates to check the exam stationery (answer books / MC answer sheets / rough work sheets).

15

Check carefully the question paper packets correspond to that session and open them in front of the candidates and the invigilators.

Make sure there are sufficient copies of question papers before distributing to candidates.

For UE Listening Test, candidates will be instructed to check the question book via the broadcast.

For all other papers, instruct candidates to check if there are any missing pages in their question books.

Instruct candidates to close their question papers upon checking.

In case there is any Special Notice, announce it to the candidates and then write down the content on the blackboard

BEFORE THE EXAM

16

AFTER THE START OF EXAM

After the exam starts, write the actual starting time and the correct finishing time (UE Sections B, C and E only), subject, paper and centre number clearly on the blackboard.

Nobody should be allowed to take away the question papers before the end time of the exam session.

17

AFTER THE START OF EXAM During identity checking & attendance taking, check

whether:1. the photo on the Admission Form / Identity Card

resembles the candidate (to preclude the possibility of impersonation);

2. the name and ID number on the Admission Form match that on the HKID card;

3. the subject being taken is listed on the Admission Form;

4. the candidate number shown on the Admission Form matches that on the barcode label.

18

Exam Centre Type:

1Hall (HL)2LT Special Room (SR)

請選擇試場類別；

1禮堂2聆聽測驗特別室

Main Menu (HL)

1Attendance Taking2Recording Absentees3Script Counting4Upload

<F7>

主選單（禮堂）

1點算出席2記錄缺席考生3點算答卷4上載

<F7>

Attendance Taking (HL)

Adm. Form:_

Total:0 <R>

點算出席（禮堂）

准考證：_

總數： 0 <R>

Attendance Taking (HL)

Adm. Form:_

Total:1 <R>

點算出席（禮堂）

准考證：_

總數： 1 <R>

Attendance Taking

19

AFTER THE START OF EXAM Use a barcode scanner to scan the barcode printed on

the candidate’s admission form and one of the barcode labels on the candidate’s barcode sheet.

Place the scanner on the cradle for data transmission after taking candidates’ attendance.

For UE Listening Test, attendance taking should be completed before 9:40 am.

20

Main Menu (HL)

1Attendance Taking2Recording Absentees3Script Counting4Upload

<F7>

主選單（禮堂）

1點算出席2記錄缺席考生3點算答卷4上載

<F7>

Recording Absentees (HL)

Answer Script:_

Total: 1 <R>

記錄缺席考生（禮堂）

答卷：_

總數： 1 <R>

Recording Absentees

21

AFTER THE START OF EXAM About 30 minutes after the start of exam, collect question

papers, answer books and barcode sheets from vacant seats.

For UE Listening Test, the question books and barcode sheets should be collected before the start of the Listening Test.

Scan the barcode sheets of the absentees and then place the scanner on the cradle for data transmission.

22

AFTER THE START OF EXAM If a candidate requests to go to the toilet, arrange an

invigilator to accompany the candidate and exercise an appropriate degree of supervision. Record the candidate number and time on Report SR4t.

Make sure that early leavers do not remove the question papers and answer scripts from the exam centre. (Early leave is not allowed in UE Listening Test and Section C.)

23

AFTER THE START OF EXAM

Report irregularities in detail to the HKEAA (e.g. suspected cheating, irregularities concerning mobile phones or electronic / communication devices, subject not listed on the Admission Form, etc.).

Refer to the stipulated procedures, instruct the candidates to stay behind after the exam to complete a report.

24

END OF EXAM Before the end of an exam session, remind candidates

of 15 minutes and 5 minutes left (not applicable to UE Listening Test).

When the time is up, instruct the candidates to stop working immediately. Pause for 10 seconds to ensure all candidates are complying with the instructions.

25

END OF EXAM When collecting the answer scripts,

- if a candidate has not put down the candidate number, he/she can be allowed to write the candidate number under the invigilator’s supervision.

- if a candidate has not stuck a barcode label on the answer book cover / MC answer sheet, he/she should be asked to stick a label on that cover / MC answer sheet. The case must be reported on Report Form SR4b. The candidate should be asked to sign on the report.

26

27

END OF EXAM Scan the barcode label on the cover of each answer boo

k / on the MC answer sheet. Place the scanner on the cradle for data transmission.

Check the “Summary Report” and the “Discrepancy Report” in the ASTS programme to ensure that the number of candidates tallies with the number of collected scripts.

Collect all barcode sheets (with/without remaining barcode labels) and put them in the Barcode Sheet Envelope.

Dismiss the candidates only if the number of scripts collected tallies with the number of candidates present.

28

END OF EXAM Place the answer scripts in the appropriate script

envelopes according to the candidate number ranges printed on them. The envelopes must be tied together with a piece of string.

In case of an irregularity, follow it up with an invigilator immediately before dismissing all invigilation staff.

29

END OF EXAM Candidates should report any irregularities about the rec

eption in the Listening Test at the exam centre. To facilitate the follow-up by the HKEAA, the Centre Supervisor / invigilator should provide as many details about the irregularity as possible (e.g. radio reception in the exam room, the environment of the exam room) in the Sessional Report.

30

LISTENING TEST: EXAM PROCEDURES8:45 Invigilators report duties at the Centre

8:45-9:00 Briefing to all invigilation staff (including the “Special Room Invigilator”)

9:00-9:10 Hall:

Invigilators distribute barcode sheets

Special Room:

Pass the following materials to the Special Room Invigilator- question papers, barcode sheets (15 spare) and other

examination materials- a note with the recommended radio frequency (for Special

Rooms using radios only)- demonstration CDs and examination CDs (for Special

Rooms using CD players only)

31

LISTENING TEST: EXAM PROCEDURES

9:10

9:15

Admit candidates into the exam hall

Announcement concerning Public Examinations Communication & Support System (PECSS).

Announcement to remind candidates to turn off their mobile phones, put personal belongings under their chairs, check their barcode sheets, etc.

9:20-9:40 - Verify identity & take attendance

- Candidates may switch on their radios (radio-broadcast centres)/ plug their earphones into the receivers provided by the HKEAA (infra-red transmission centres) to check the reception.

- For IR centres, the CSs should ask the technicians to play the demonstration CD to enable candidates to check the reception.

32

LISTENING TEST: EXAM PROCEDURES

9:30&9:45 RTHK Radio 2 to broadcast a short announcement to enable candidates to confirm that they have tuned to the correct channel (radio-broadcast centres ony).

9:40-9:45 Direct candidates with reception problems to the “Special Room” (changing seats are not permitted); candidates should bring with them their barcode sheets to the “Special Room”.

9:46 - Put up the “NO LATECOMERS WILL BE ADMITTED” notice at hall entrance; direct latecomers (those arriving after 9:45) to take the test in the “Special Room”. - Instruct candidates to take off the headphones after checking.- Stop playing the demonstration CD (IR centres only)- Unseal question paper packets in front of invigilators / candidates and distribute the question papers (i.e. question-answer books)

33

LISTENING TEST: EXAM PROCEDURES

9:55 RTHK Radio 2 to broadcast “Greensleeves” (radio-broadcast centres only)

10:00 Exam starts

(At the beginning of the broadcast, candidates will be instructed to write their candidate numbers on the question-answer book covers, check the number of pages and affix barcode labels on the spaces provided in the question-answer books. After that, the test material will be broadcast.)

11:00 (approx.)

End of radio broadcast (end of the test)

Collect question-answer books and barcode sheets separately

34

LISTENING TEST: SPECIAL ROOM

Assign one to two classrooms close to the exam hall as “Special Rooms”.

Place an ordinary radio or radio-cassette player on the teacher’s desk in the “Special Room” and tune it to RTHK Radio 2 (for “Special Rooms” using radios).

Place a CD player on the teacher’s desk in the “Special Room” (for “Special Rooms” using CD players).

Arrange a staff to act as the Special Room Assistant to assist the Special Room Invigilator during the Listening Test.

35

LISTENING TEST: SPECIAL ROOM

At 9:45 am, switch on the radio (or the CD player and play the demonstration CD) even if no candidate has entered the “Special Room” .

Stop taking candidates’ attendance at 9:55 am.

Candidates who sit the listening tests in the “Special Room” must not use their own radio with earphones.

36

LISTENING TEST: SPECIAL ROOM

For candidates who go to the “Special Room” after the start of the exam broadcast, if they bring with them the question-answer books and personalised barcode sheets, they should continue to use them.

In case the candidates do not bring with them the question-answer books and personalised barcode sheets, they should be given a new question-answer book and a spare barcode sheet.

Distribute the “Special Room Reminder Card”.

37

LISTENING TEST: SPECIAL ROOM

“Special Room” invigilators should be very flexible in handling the exam arrangements for any candidates who arrive just before / after the exam begins.

Record the seats taken by individual candidates in the Special Room by filling in the “LT Special Room Seating Plan”.

To facilitate the completion of the Sessional Report, the Special Room Invigilator (or the Special Room Assistant) may record the candidates’ arrival time together with their candidate numbers against their seats on the seating plan.

38

LISTENING TEST: SPECIAL ROOM

After the exam ends, instruct the candidates to close their answer scripts.

For candidates whose attendance has not been taken before the start of the broadcast (e.g. those arrived after 9:55 am), check their admission forms and identity cards, and take their attendance using the barcode scanner.

After the collection of answer scripts, scan the barcode label on the cover of each answer book. Put down the total number of scripts collected on the Sessional Report.

Ask each candidate to verify the corresponding information on the Sessional Report and sign on it.

39

LISTENING TEST: SPECIAL ROOM

During collection of the Question-Answer Books, if the Special Room Invigilator discovers that a candidate has not been given any barcode sheet, the candidate should be given a spare barcode sheet and be asked to write his/her candidate number on the barcode sheet.

The Special Room Invigilator should record the incident on Report SR4b (Parts A and C) so that mark penalty for not following the instruction of sticking the barcode label during the exam will not be imposed on the candidate concerned.

40

LISTENING TEST: SPECIAL ROOM

On the Sessional Report (Special Room), “Special Room” invigilators should

1. accurately enter the candidates’ arrival time at the “Special Room” and the reasons for attending the test in the “Special Room”;

2. affix individual candidates’ barcode labels in the designated spaces on the Sessional Report;

3. ask the candidates to verify the information on the report and sign against their candidate numbers.

41

LISTENING TEST: INFRA-RED SYSTEM

On the day of the test, the Centre Supervisors will receive:

1. Question papers;

2. An envelope containing 2 demonstration CDs;

3. A “confidential” envelope containing 1 examination CD and 1 reserve examination CD;

4. A copy of the tapescript.

42

LISTENING TEST: INFRA-RED SYSTEM

If a candidate brings a set of wireless earphones or the earphones that cannot be plugged into the receiver (plug diameter: 3.5mm) provided by the HKEAA, provide the candidate with a spare headphone. Alternatively, the candidate may choose to go to the Special Room.

The details (bringing wireless headphones, or headphones that cannot be plugged into the receiver, etc) should be reported on SR4g.

43

LISTENING TEST: INFRA-RED SYSTEM

The reserve CD should not be used unless the examination CD cannot function normally.

The examination CD should be played once only. Do not start playing the examination CD before 10:00 am.

Centre Supervisors should refer to the tapescript (should not be seen by candidates) when monitoring the progress of the test.

The Listening Test will be broadcast via the portable radio (except for a few centres) in the Special Room.

44

Handling of

Exam Irregularities

45

HANDLING OF EXAM IRREGULARITIES

1. Late arrivals

2. Early leavers

3. Candidates requesting to go to the toilet

4. Mobile phone irregularities

5. Suspected cheating

6. Irregularities concerning barcodes

7. Irregularities concerning the Listening Test conducted in the “Special Room”

46

LATE ARRIVALS

Distribute the Mobile Phone Reminder Cards so as to remind the candidates to switch off the mobile phones.

Not applicable to UE Listening Test. Candidates arriving after 9:45 am should take the Listening Test in the Special Room.

After the candidates have been seated, remind them to place the mobile phones under their chairs in a position clearly visible to the invigilators.

Check candidates’ Admission Forms and Identity Cards at an appropriate time. Take attendance using the barcode scanner.

No extra time should be given to make up for the time lost.

Unless an irregularity arises, no need to complete a report.

47

EARLY LEAVERS

UE Sections B & E: candidates may leave between 30 min after the start of exam and 15 min before the end of exam.

UE Listening Test and Section C: early leave is NOT allowed.

Check whether early leavers have written their candidate numbers, affixed barcode labels and marked the question number boxes on their answer scripts.

Early leavers MUST NOT take away the question papers from the exam centre.

48

EARLY LEAVERS

The answer scripts and question papers of early leavers should be collected together with those of other candidates at the end of the exam.

Candidates requesting to leave outside the permitted time period should fill in Report SR4g.

Candidates will be penalised if they leave the exam centre without the permission of the CS/invigilators.

49

CANDIDATES REQUESTING TO GO TO THE TOILET

An invigilator (preferably of the same gender) should accompany the candidate and exercise an appropriate degree of supervision.

Record the candidate number and time on Report SR4t.

In case of irregularities, report them on Report SR4g.

Handle the irregularities in the presence of an invigilator.

Under no circumstances should the body or personal belongings of a candidate be searched.

No extra time should be given to make up for the time lost.

50

MOBILE PHONE IRREGULARITIES

Locate the source of the ringing sound and instruct the candidate to switch off the mobile phone at once.

Record the time and other details on Report SR4p.

In case the mobile phone is switched on, ask the candidate to show the call / SMS / MMS log after the exam.

No further action should be taken if the source of the ringing sound cannot be located and the ring stops.

51

SUSPECTED CHEATING Examples: copying from the work of other candidates,

obtaining unfair assistance from books/cribs, communicating with other people, using a mobile phone in the toilet.

Remove the notes, books or pieces of papers, etc. (except for essential items).

Handle the irregularities in the presence of an invigilator.

For doubtful cases (including a candidate reporting another candidate cheating), avoid disturbing the candidate during the exam. Inform the candidate after the exam to stay behind and complete a report.

52

IRREGULARITES CONCERNING BARCODES

The following candidates will be given spare barcode sheets: candidates whose personalised barcode sheets are not availa

ble at the centre (e.g. wrong centre candidates); candidates whose personalised barcode sheets are damaged

or found to have incorrect information.

In case of insufficient barcode labels, candidates should be asked to write their candidate numbers on their answer scripts in the designated spaces for barcode labels on the remaining pages of the answer scripts (no need to issue spare barcode sheets).

The candidate numbers of candidates using spare barcode sheets / candidates who have not stuck any barcode labels on the MC answer sheet or the cover of the answer book should be reported on Report SR4b. The answer scripts concerned and Report SR4b should be placed in the “Envelope for Special Reports and Related Scripts / Answer Sheets”.

53

IRREGULARITES CONCERNING BARCODES

If a candidate is found to have barcode labels (including barcode labels from previous exam sessions) on the personal belongings (including barcode labels stuck on the Admission Form), the case should be reported on Report SR4g. The materials with the barcode labels should be copied and attached to the Report Form.

54

IRREGULARITIES CONCERNING THE LISTENING TEST CONDUCTED IN THE “SPECIAL ROOM”

In case a candidate, despite being reminded by the Special Room Invigilator, continues to use his / her own radio with earphones, let the candidate use them for the remaining time. Do not disturb the candidate.

After the Listening Test, ask the candidate to fill in Report SR4g.

55

OTHER USEFUL INFORMATION

HKEAA website

www.hkeaa.edu.hk Schools and Teachers Teachers’ Corner Information for Teachers

www.hkeaa.edu.hk Schools and Teachers Public Examinations Communication & Support System (PECSS) and Attendance & Script Tracking System (ASTS)

56

Q & A